Student Employee FAQs
Can I give my student employee a cash award?
No. However, pre-defined reward programs may be established with college/VP unit and Office of Human Resources (OHR) approval, in which case students may be given a cash bonus/award.
Can students earn a commission?
No. There may be positions that allow tips, but they must be claimed appropriately for tax purposes.
Are student employees limited to the number of hours they can work in a week?
Students should not work more than 30 hours per week while enrolled. During breaks and off terms they may work full time if needed.
Is it possible to hold more than one student appointment at OSU?
Yes. However, students should still adhere to the 30 hour per week guidelines. If a rare need arises and a student works more than 40 hours per week they must be paid overtime. All employing units will be responsible for a portion of the overtime.
Can students work and be compensated for overtime?
Student appointments should not total more than 30 hours per week. Most student employees are considered non-exempt employees and are, therefore, eligible for overtime compensation if they work more than 40 hours per week. All employing units will be responsible for a portion of the overtime.
Are student employees required to remain in their position during the summer?
Student employees are not required to work during the summer. A conversation should take place between the student and their supervisor to determine the student's availability over the summer and the business needs of the office.
Are student appointments held for students if they take a term off ?
The business needs of the office determine whether or not a position will be made available for a student employee to return to should they take an academic term off. A conversation should take place between the student employee and the supervisor to determine the feasibility of securing a position for the student to return to.
Are student employees required to work during breaks and holidays?
Students are generally not required to work during breaks or university designated holidays and are not paid for this time.
Do student positions require posting?
No. Student positions do not require posting.
What is work study?
Federal Work-Study (FWS) is a financial aid program which is awarded to students on the basis of financial need. The funds are given to Ohio State annually, and within broad guidelines, the institution can decide who is eligible to award. Students must file the Free Application for Federal Student Aid (FAFSA) by the deadline date (February 15 for freshmen; March 1 for continuing students) to be considered for an award. Not every student who applies on time is eligible. Ohio State normally sets a maximum expected family contribution (EFC), calculated from the FAFSA, for eligibility. This assures that these need-based federal funds are targeted to the students with the fewest other resources to help them attend Ohio State.
What is the benefit of hiring a federal work study eligible student?
Most employers are interested in hiring Federal Work-Study students because the federal financial aid program pays 75% of their hourly rate. The other 25% is matched by the institution. Revenue generating auxiliary units pay the 25% match from their own funds. Non-revenue generating units are not responsible for the institutional match, which is paid from a general university fund.
Are students assigned a position when awarded Federal Work Study funds?
No. Students are directed to a secured website where they can review the FWS jobs that are available. It is up to the student to apply and interview for any job that he or she is interested in. Employers are not required to hire any student simply because the student has a Federal Work-Study award, nor are they required to retain a Federal Work-Study employee who is not performing adequately. The employer retains complete discretion to hire or dismiss any Federal Work-Study employee.
Are there differences in regulations, rules, requirements between Federal Work Study student employees and non-Federal Work Study student employees?
Federal Work-Study students are covered by the same institutional rules and policies as all other Ohio State student employees. FWA students must be enrolled at least half time, have fees paid for the current quarter to work, and the employing department must agree to pay their FWS students within pay ranges established by the FWS Office. Because FWS is a federal financial aid program, there can be conditions under which a student may be ineligible to be paid with FWS funds. When students are ineligible for FWS, the employer is given the option of stopping the student from working or paying the student with department funds.
How can I get more information about hiring Federal Work-Study students?
See the Employer Services page of the Office of Student Financial Aid website at http://sfa.osu.edu/jobs/index.asp?tab=f , or contact the Federal Work-Study Office at sfa-jobs@osu.edu .
What happens if a work study student becomes ineligible to receive work study funds?
If a student is not eligible to be paid with Federal Work Study funds when payroll is processed, the system will automatically change the funding to the unit's wages during the payroll process.
When do students get paid?
Hourly students are paid on the biweekly pay cycle (see: http://hr.osu.edu/payroll/calendar.aspx ). Graduate Associates and other exempt/salaried students are paid on the monthly pay cycle and are paid on the last business day of each month.
What account codes should be used for student employees?
60091 |
Graduate Teaching Associate |
60092 |
Graduate Research Associate |
60093 |
Graduate Administrative Associate |
60113 |
Student Awards |
60131 |
Stdnt Non GA/Non Fed Wrkstdy |
60132 |
Student Overtime |
60135 |
Under Enroll/Non Fee Pd Stdt |
60155 |
Student Federal Workstudy |
60156 |
Under Enroll/Non Fee Pd Wkstdy |
60157 |
GTA Workstudy |
60158 |
GRA Workstudy |
60159 |
GAA Workstudy |
65202 |
Student Fellowships |
65203 |
Student Trainee |
65297 |
Student Aid 1 |
What happens when a student employee does not meet enrollment criteria?
When a student employee does not meet enrollment criteria the system will automatically change the account code. When the student meets the enrollment criteria, the system will update automatically. No action is needed on the part of the unit.
Do students pay taxes on the wages they earn?
Students pay all applicable federal and state taxes on the income they earn. Student employees enrolled for least six credit hours are exempt from the Medicare Hospital Tax portion of Social Security. In most cases, Graduate Fellowships are awards and are considered exempt from taxes.
Do students pay into OPERS?
Membership in the Ohio Public Employees Retirement System (OPERS) is optional for student employees enrolled in at least six credit hours. OPERS membership is mandatory for student employees enrolled in five or fewer credit hours in any academic term.
Are OPERS contributions ever taken from the pay of students who have completed an exemption form within 30 days of hire?
Yes. OPERS will be withheld from earnings until the exemption form is received and processed by the Office of Human Resources, Benefits Department. The exemption applies only when the student employee has fees paid and is attending the required number of credit hours. OPERS will be withheld if the student does not meet these criteria and will stop when the criteria are met again.
Can a student employee change his/her retirement status from paying into OPERS or being exempt from OPERS?
No, unless there is a break in employment of over one year. If there is a break of over one year, the student must again choose to be exempt from or pay into OPERS.
Can a student employee refund his/her money from OPERS?
A student can refund his/her money from OPERS after his/her OSU employment ends. The student should contact OPERS for the proper form. The refund will not be made until 90 days after employment ends.
Can a student pay into STRS instead of OPERS?
A GTA who has a current existing STRS account can pay into STRS instead of OPERS; this is the only time that this is allowed for student employment. The GTA should notify The Office of Human Resources on the Student Retirement Election form. The form and other student employment retirement options information are available on the OHR web site.
Do students have to have a certain GPA to be employed and maintain that GPA to keep employment?
Federal Work Study (FWS) students are required to meet specific standards for satisfactory academic progress in order to be eligible for FWS funds.
When is it appropriate to use the Student Associate title?
The Student Associate title can only be used to provide a bridge to graduate students during the summer months or their off term. The graduate student is typically continuing duties from the previous academic year and is expected to return to the same appointment the following academic term.
How do I compensate a graduate student during their off quarter if the hours worked become intermittent in nature?
If the work hours become intermittent in nature the Student Assistant title should be used and the graduate student should be paid biweekly instead of monthly during this time. If this occurs the nature of the duties performed also needs to be changed to ensure that the work is non-exempt and not exempt, as the Student Assistant title is a non-exempt classification.
Where do I go for any exceptions related to a Graduate Associate?
All exceptions related to a graduate associate should be directed to the Graduate School.
